As the old saying goes, “the squeaky wheel gets the grease.” And in the world of professional communication, a gentle follow-up can be the grease that smooths out the wheels of progress, keeping projects moving forward and relationships thriving. But knowing how to write a follow-up email that strikes the right tone can be tricky. That’s why we’ve compiled some sample emails that you can use as templates, editing as needed to suit your particular situation or tone. Whether you need to check in on a job application, reach out to a potential client, or get an update on a project, our follow-up email examples have got you covered. So don’t let uncertainty or awkwardness hold you back from getting the information you need – check out our samples today and start writing those winning follow-up emails.
The Best Structure for a Follow-Up Email Asking for an Update
Whether you’re a job seeker waiting to hear back from a potential employer or a salesperson following up with a client, sending a follow-up email asking for an update can be nerve-wracking. However, with the right structure in place, you can increase your chances of getting a response and moving forward with your goal.
Here’s the best structure for a follow-up email asking for an update:
Opening Greeting and Reminder of the Previous Conversation
Start your email with a friendly greeting, followed by a quick reminder of the previous conversation you had with the person. This could be a phone call, in-person meeting, or a previous email exchange. This reminder not only helps jog their memory but also shows that you’re paying attention and taking the interaction seriously.
Express Your Interest and the Reason for the Follow-Up
Next, express your continued interest in the topic or opportunity that was discussed in the previous conversation. Then, state the reason for your follow-up. This could be a request for an update on the next steps, a clarification on some details, or a simple request for a response.
Offer an Incentive or Benefit for Responding
If appropriate, offer an incentive or benefit for responding to your email. This could be a special offer, a piece of information they might be interested in, or a way you can help them with their needs or goals.
Provide a Deadline and a Call to Action
To create a sense of urgency and encourage a response, provide a deadline or timeframe for when you need a response. In addition, add a clear call to action asking for a specific response or action. This could be a request for a follow-up meeting or call, or a confirmation of the next steps in the process.
Closing and Gratitude
Finally, close your follow-up email with a polite statement of gratitude and a friendly closing. This shows that you appreciate their time and effort, and that you’re looking forward to hearing back from them soon.
By following this structure, you can increase your chances of getting a response and moving forward with your goal. Remember to keep your tone polite and professional, and make your email easy to read and understand. Good luck!
Follow Up Sample Emails Asking for Update
Follow Up on Job Application
Dear [Hiring Manager’s Name],
I hope this email finds you well. I wanted to follow up on my job application submitted on [Date]. Since I haven’t heard back from you, I was wondering whether you had any updates regarding the position and if there is any additional information I can provide to support my candidacy.
Thank you very much for considering my application. I remain excited about the opportunity and would appreciate any update or feedback.
Follow Up on Project Status
Dear [Project Manager’s Name],
I hope this email finds you well. I wanted to check in on the status of the project we discussed during our last meeting on [Date]. Given that the deadline is approaching, I would appreciate any update on the progress made and whether there are any concerns or challenges that I can help address.
Thank you very much for your attention to this matter. I look forward to hearing back from you soon.
Follow Up on Invoice Payment
Dear [Account Manager’s Name],
I hope this email finds you well. I wanted to follow up on the payment of invoice [Number] related to the [type of service] service we provided on [Date]. Since the due date has passed, I wanted to confirm whether you have received the invoice and whether there are any issues that need to be addressed for the payment to be processed promptly.
Thank you very much for your attention to this matter. Please let me know if there is anything I can do to facilitate the payment process.
Follow Up on Customer Complaint
Dear [Customer Support Manager’s Name],
I hope this email finds you well. I wanted to follow up on the complaint [Number] received from [Customer’s Name] regarding the [Issue]. Since we take customer satisfaction seriously, I wanted to confirm whether you have followed up with the customer and whether there is any progress on resolving the issue.
Thank you very much for your attention to this matter. Please let me know if there is anything I can do to support the resolution of the issue and ensure customer satisfaction.
Follow Up on Collaboration Proposal
Dear [Potential Collaborator’s Name],
I hope this email finds you well. I wanted to follow up on the proposal we discussed during our last meeting on [Date] regarding [Nature of Collaboration]. Since our organizations share a similar vision, I believe that this collaboration can be mutually beneficial and lead to impactful outcomes.
Thank you very much for considering this proposal. I look forward to discussing further the details and potential benefits of this collaboration.
Follow Up on Conference Attendance
Dear [Conference Organizer’s Name],
I hope this email finds you well. I wanted to follow up on the registration for [Conference Name] that I completed on [Date]. Since the conference is approaching, I was wondering whether you have any updates regarding the schedule, speakers, or any other relevant information that can help me prepare properly.
Thank you very much for your attention to this matter. I look forward to attending the conference and networking with other professionals in the field.
Follow Up on Request for Information
Dear [Recipient’s Name],
I hope this email finds you well. I wanted to verify whether you received the request for information that I sent on [Date]. Since the information is critical for [Purpose], I would appreciate any update on the status of the request and when I can expect to receive the information.
Thank you very much for your attention to this matter. Please let me know if you need additional information or clarification on the request.
Tips for Following Up on Sample Emails Asking for Updates
Asking for updates can be nerve-wracking, but following up on them can be even more daunting. Here are some tips to help you draft the perfect follow-up email and hopefully get the answers you need:
- Be Polite and Professional: Always remember to address the recipient politely. Use a professional tone and language. You may also express gratitude for their previous inputs.
- Be Specific: When following up on a sample email, always make sure to specify what you are following up on and what kind of update or information you need. This will make it easier for the person to understand your request.
- Provide additional context: It is always beneficial to provide additional context regarding the update or the information you are following up on. This could include a brief summary of the situation at hand or any relevant previous communication.
- Keep It Short: In order to increase your chances of getting a response, keep your follow-up email brief and to the point. A lengthy email is more likely to be overlooked or ignored.
- Include A Clear Call-To-Action: Let the recipient know what action you’d want them to take. Focus more on the outcome than any other detail. E.g. “Please let me know if there are any further updates you need from my end.”
- Give a Deadline: If the update or information is time-sensitive, it’s always advisable to mention a deadline in a polite and courteous manner, so the recipient can understand the importance of your request.
- Set Expectations: Always set realistic expectations so that the recipient can work around it. You may say something like, “We are hoping to launch our campaign next week and would appreciate it if we could get the updates before Friday.”
- Offer Help: If you sense that the recipient may need help to provide the update, offer your assistance. This would allow you to establish rapport and keep the communication channels open.
- Follow Up: After sending the email, give it a maximum of one week before sending a follow-up email. If it’s still being ignored, don’t hesitate to make a phone call.
Following up on a sample email may seem like a daunting task, but with these tips, you will be more confident to get the information you need in a timely and effective manner. Remember to keep it professional, specific, brief and give deadlines and always keep open channels of communication.
Frequently Asked Questions about Follow Up Sample Emails
What should be the tone of a follow-up email?
A follow-up email should have a polite and respectful tone. Use phrases such as “just wanted to check in” or “wanted to follow up on our previous conversation.”
How long should you wait before sending a follow-up email?
You should wait at least a week before sending a follow-up email. This gives the recipient enough time to respond to your initial email. However, if the matter is urgent, you can send a follow-up email earlier.
Is it appropriate to ask for an update in a follow-up email?
Yes, it is perfectly fine to ask for an update in a follow-up email. However, make sure to phrase your request politely. You could start with a phrase like “I was wondering if you had any updates on the matter we discussed?”
What should be the subject line of the follow-up email?
The subject line of the follow-up email should be clear and concise. It should also indicate that it is a follow-up email. For example, your subject line could be something like “Follow-up on our discussion.”
What should be the structure of a follow-up email?
A follow-up email should start with a polite opening, followed by a brief reminder of what was discussed in the previous conversation. Then, ask for an update and express your willingness to help. Finally, end the email with a polite closing.
Should you send multiple follow-up emails?
If you don’t receive a response to your initial follow-up email, you can send another email after a few days. However, avoid sending too many emails as it may come across as pushy or annoying.
What should you do if you still don’t get a response after following up?
If you still don’t receive a response after following up twice, it’s best to call the person or try to contact them through a different channel. However, be prepared to wait for a few more days in case the person is busy or unavailable at the moment.
Sincerely Yours, The Follow-Up Fanatic
And there you have it! Your ultimate guide to crafting the perfect follow-up email that will not only get a response but also strengthen your professional relationships. Now that you have a better understanding of the art of the follow-up, you’re ready to put it into action. So go out there and start sending those emails! Remember, persistence is key! Thanks for reading, and be sure to come back for more helpful tips and tricks. Until then, happy emailing!